Administrative Policy Writing Spring 2012. Administrative Policy Writing Spring 2012 Overview...
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Business Letters Administrative Policy Writing Spring 2012
Administrative Policy Writing Spring 2012. Administrative Policy Writing Spring 2012 Overview Question: Why do you need to know how to write about a business
Administrative Policy Writing Spring 2012 Overview Question:
Why do you need to know how to write about a business letter?
Answer: The business letter is still the standard medium for formal
written communications to and from governmental bodies. Yes, even
in the age of email! Thus, to participate in public-policy writing,
you must be able to follow business letter conventions.
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Administrative Policy Writing Spring 2012 Overview Writing a
business letter is really pretty simple. But there is more to this
kind of communication than is immediately apparent. It is not just
about having the parts in the right place. Writing an effective
business letter is about conveying a sense of credibility. Unspoken
elements that make a reader take you and your letter
seriously.
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Administrative Policy Writing Spring 2012 Overview Business
letters are used in a variety of contexts: Letter explaining a law
or official program to a member of the public. Letter requesting a
licensed person or regulated industry to take some action. A notice
of violation letter. A letter from one governmental body to
another. Some real-world examples of government letters are posted
on the course schedule.
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Administrative Policy Writing Spring 2012 Business Letter as
Formal Communication The business letter is a form: a shell or
template for formal correspondence. It is used when something more
formal than a quick email is needed: Government alleges that X
Corp. violated the law. Or X Corp. denies violating the law. You
would not dash this off in a quick email. The elements of
professional style we talked about earlier are important in a
business letter.
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Administrative Policy Writing Spring 2012 Recap Professional
Style Resist the informal conventions of email or texting. Sarcasm,
jokes Incomplete or run-on sentences Assume that whatever you are
writing is public information. Focus on facts rather than opinions
or beliefs Be concise. Avoid laying blame for issues, unless you
must. Be polite. Proofread!
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Administrative Policy Writing Spring 2012 Parts of a Business
Letter Senders address Date Inside address Subject line Salutation
Body Closing Signature block Final notations
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Administrative Policy Writing Spring 2012 Senders Address For
both private businesses and governmental bodies, most official
correspondence is written under a standard letterhead that includes
the senders identity and address. The letterhead is not just a
matter of form. It has an important persuasive function (especially
in the governmental context). Establish authority of the sender.
Making the letter more likely to be read carefully and given
serious attention. People generally take letters more seriously
than email. If you received a letter from the U.S. Department of
Justice, what would you do?
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Administrative Policy Writing Spring 2012 Date The date usually
appears under the senders address or letterhead. Block style has it
left-justified. Modified block has it in centered. Normal practice
is to spell out the month: January 2, 2012. What does the date
mean? The date should be the date the letter is delivered, not the
date it was written. This is very important. Why?
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Administrative Policy Writing Spring 2012 Date The date a
letter is mailed is often of critical importance, especially for
the government. Suppose the letter is a notice of violation sent by
OSHA to a company. When that company received notice of the
violations documented in the letter may have legal implications
later down the road. It may become evidence in a lawsuit brought by
the government or some private individual.
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Administrative Policy Writing Spring 2012 Date It may end up
costing that company thousands or even millions of dollars! So
always, always make sure the date is correct, and never back-date
or otherwise falsify the date. Think of your letter as an exhibit
at a trial. You dont have to fret over it. Just make sure it is
right.
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Administrative Policy Writing Spring 2012 Inside Address The
inside address includes the name, title, and address of the
recipient. Often the sender will also note the method of delivery
near the inside address. Always use Mr. or Ms., or whatever
appropriate title they hold: Dr., Rev., Hon., Always capitalize
their title. Include their complete address. Include the full name
of their business organization or other entity. Abbreviation is ok
here. Exxon Mobil Corp. (Corporation) Council on Foreign Relations
U.S. Environmental Protection Agency BP Products North America,
Inc. (Corporation)
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Administrative Policy Writing Spring 2012
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Subject Line The subject line is like the RE: in a memo or
email. Normal practice is to write Re: or RE: in a business letter
as well. Purpose is to orient the reader to the subject. If there
is a number associated with the person or entity at issue, that
number should appear in the subject line. Make it easier to
organize or find later by file number, case number, etc.
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The subject of this letter is a pending lawsuit
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Administrative Policy Writing Spring 2012 The subject of this
letter is a request for an opinion.
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Administrative Policy Writing Spring 2012 Salutation This part
is simple. Dear Ms. Jones: Dear Dr. Snodgrass: Always a colon after
the name.
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Administrative Policy Writing Spring 2012 Body The body
paragraphs convey the substance of the letter. In general, keep
body paragraphs short. No more than a few sentences. It is usually
a good idea to begin the letter with enough background information
for the reader to understand your subject. It is a good idea to
assume the reader doesnt know (or at least doesnt immediately
remember) what you are talking about.
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Administrative Policy Writing Spring 2012 Body If it is a
letter written in response to a prior communication, reference that
prior communication in the opening paragraph (especially if you
want to document that the prior communication happened). Often the
subject of a letter from a governmental entity will apply a
particular rule or statute to a situation. Clearly show what facts
apply to what rules, and state them separately. Longer letters
should be divided into logical headings and subheadings. Sometimes
you will see body paragraphs fully justified sometimes ragged
right.
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Administrative Policy Writing Spring 2012 Closing Business
letters usually close with some kind of invitation to further
discussion. If you have further questions, please do not hesitate
to call me.
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Administrative Policy Writing Spring 2012 Signature Block
Always use Sincerely Followed with a comma. The senders name goes
four spaces below. Usually, the senders title goes below their
name. Block format: signature justified left. Modified block:
signature centered.
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Administrative Policy Writing Spring 2012
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Final Notations Notes regarding enclosures (i.e. attachments)
and copies of the letter appear below the signature block. Encl: or
Enclosure: Sometimes writers will provide a description of the
enclosure as well: Encl: Permit Application. To indicate that the
letter is being sent to additional recipients, use cc: Often the cc
will have some indication of the persons title: cc: Tony Hayward,
President, BP Products, Inc. Typist initials appear if the letter
is typed by someone other than the person who wrote it.
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Administrative Policy Writing Spring 2012 Block v. Modified
Block In block style, everything is left-aligned (including date
and signature block). In modified block style, the date, closing
line, and signature are centered. Everything else is
left-aligned.
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Including the date In block style, everything is left-
aligned.
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In modified-block style, the date, closing line, and signature
block are centered. Well, sort of.
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Administrative Policy Writing Spring 2012 Examples For
additional examples, look at the course web site. I have several
letters from different governmental bodies: A state agency A
federal agency The U.S. Navy You will need to review these letters
for the elements of standard letter formatting. They dont all fit
the standard! What does this tell us? In the real world, there is
some variation on business letter formatting. This stuff isnt
written in stone. But its useful to know the generally accepted
conventions.
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Administrative Policy Writing Spring 2012 Homework For this
week, you will Draft a short business letter in response to a
citizen inquiry. Make sure your letter has all of the elements we
talked about today and is written in a professional style. Complete
the basic business letter review in which you identify formatting
errors in real-world business letters.
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Administrative Policy Writing Spring 2012 End Were done! Any
questions?